Privacy Policy

This privacy policy informs you what to expect for any personal information that is collected for and on behalf of Kip Hotel. This applies to information we collect about our customers.

WHAT INFORMATION DO WE ASK FOR, AND WHY?

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

The information we ask for is used to be in touch with you regarding your request or your future stay at Kip Hotel.

Personal information which we collect

We collect personal information about you (and others if their personal information is provided by you) when you:

(a) make or manage a booking either personally or as a guest of another guest;

(b) join our KipClub to receive monthly newsletters and discount codes;

(d) verbally agree to join our newsletter marketing database when checking in to our hotel;

(e) post material to our website and/or social media page;

(f) raise a complaint or dispute with us or are involved in a legally recordable incident at our premises (e.g. in relation to health and safety reporting);

(g) speak to our reservations team;

(h) participate in competitions or promotions;

(i) and/or use our website and customer applications in any other way.

The personal information collected in the above manner may include the following about you (and others if their personal information is provided by you):

(a) full name;

(b) postal address;

(d) telephone number;

(e) payment details;

(f) geo-location;

(g) machine identifiers (such as IP addresses);

(h) dispute resolution information;

(i) disability and health information;

(j) supplementary information (dietary and other preferences and special requirements);

(k) image data;

(l) behavioural data (tags and cookies);

(m) identification information (such as passports, drivers’ licences or national identity cards).

How we use your information

We will collect personal information:

1) in order to take the necessary steps in the preparation of, or to fulfil our obligations under, a booking contract:

a) Bookings and payments – provide communications about bookings, products and services being provided to you (and others if their personal information is provided by you);

b) Booking updates – send details of new, amended or cancelled bookings – usually via email;

c) Update you on matters affecting your booking – contact you (and others if their personal information is provided by you) in the event of a change that affects a booking or any data or personal information you have provided us with, such as changes to terms and conditions of booking or this privacy policy;

d) Website service communication – provide notifications of any changes to our website or to our services that may affect you (and others if their personal information is provided by you);

2) with your consent:

a) Marketing communications – contact you for marketing purposes such as newsletters and KipClub membership. We may use automated processes to do this;

b) Promotional offers – inform you about promotional offers and other products or services that may be of interest (in line with Marketing communications above);

c) Maintain records indicating your consent to status – to ensure we accurately reflect your wishes when communicating to you;.

3) in our legitimate interest to protect against fraud:

a) Fraud prevention – prevent or detect fraud or abuses of our websites and enable third parties to carry out technical, logistical or other functions on our behalf;

4) in order to meet our legal obligations:

a) Taxation – ensure we meet our tax and other regulatory obligations.

The information we ask for is used to be in touch with you regarding your request or your future stay at Kip Hotel.

MARKETING

We will only send you promotional if you have positively opted in to be contacted by us:

(i) through requesting to receive our newsletter;

(ii) by joining our mailing list by request at check-in;

(iii) through joining our KipClub.

Promotional material will mainly consist of monthly newsletters and occasional promotional offers for non KipClub members, while our KipClub members will receive discount codes on a monthly basis.

OUR APPROACH TO INFORMATION SECURITY

To protect your information, Kip Hotel has policies and procedures in place to make sure that only authorised personnel can access the information, that information is handled and stored in a secure and sensible manner and all systems that can access the information have proportionate and reasonable security measures in place. To achieve this, employees, contractors, sub-contractors and third-party suppliers have contracts, with defined roles and responsibilities.

While we take commercially reasonable measures to ensure the safety and security of your data, due to the inherent risks with the Internet, we are unable to warrant the absolute security of your data when using our services.

YOUR RIGHTS

Under the General Data Protection Regulation (GDPR), you have rights as an individual which you can exercise in relation to the information we hold about you.

The right to be informed – you have the right to be provided with information about how your data is processed, the reason for processing and all other relevant and necessary information to ensure that transparent processing is adhered to.

The right to be given access – you have the right to know if your data is being processed, information about the purpose of processing, information about the period for which data is stored, information regarding restricting data processing, the source of data collection and you can request a copy of any personal data that is being stored.

The right to be forgotten – you have the right to have your personal data erased if the data is no longer needed for the original purpose of processing, you remove your consent or if the data has been processed incorrectly.

The right to move, copy or transfer – you have the right to obtain and reuse your personal data for your own purposes across different services. It allows you to move, copy or transfer data easily from one IT environment to another in a safe and secure way, without hindrance to usability.

The right to be able to rectify or change – you are entitled to have your personal data rectified if it is inaccurate or incomplete.

The right to restrict processing – you have a right to ‘block’ or suppress processing of personal data. When processing is restricted, we are permitted to store the personal data but not further process it.

The right to object – you have a right to object to your data being processed for the purpose of public interest or legitimate interests of the controller. Where your objection is justified, the data controller will cease the data processing.

The right to be protected – this encompasses our role and responsibility as a data controller. We are responsible to ensure that we adequately risk managing all data processing activities.

ACCESS TO PERSONAL INFORMATION

We endeavour to be as open as we can in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘Subject Access Request’. If we do hold information about you we will:

give you a description of the information
tell you why we are holding the information
tell you who the information could be disclosed to
let you have a copy of the information
To make a ‘Subject Access Request’ you need to put the request in writing addressing it to Customer Care at our address provided below. Please be aware that we will require photographic ID to confirm your identity and will also need to undertake further security checks to ensure that the request is being made legitimately.

CHANGES TO THIS PRIVACY POLICY

We keep our privacy policy under regular review. This privacy notice was last updated on 24 May 2018.

HOW TO CONTACT US

If you want to request information about our privacy policy you can email us or write to:

Email – hello@getsomekip.com

Write – Customer service, Kip Hotel, 2 Aspland Grove, London E8 1FJ